unc charlotte purchasing card program annette heller
TRANSCRIPT
UNC Charlotte
Purchasing Card Program
Annette Heller
Agenda
• Program Overview• Program Benefits• Roles and Responsibilities• How do we get started?• Once we have card(s), what do we do?• Resources• Questions
Purchasing Card Program
• The purchasing card (p-card) is a tool to facilitate
the purchasing of goods
• The p-card is a Visa credit card issued
through Bank of America
• The p-card is for university business only
Purchasing Card Program
• The purpose of the program is to simplify the
procurement and payment processes for small
purchases Single purchase limit is $2,500 Daily limit is $5,000 Monthly limit is $25,000
Program Benefits
• No vendor setup required• Eliminates creating a requisition and PO for low
dollar allowable purchases• Eliminates using personal funds• Simplifies the travel prepayment process• No waiting for reimbursements • Provides convenience to purchase online• Immediate access to goods• Immediate payment to vendor
Roles and Responsibilities
• AccountholderMakes allowable purchasesTurns receipts into reconciler
• ReconcilerCollects receiptsAllocates and documents purchases in Works
• Approver/ManagerReviews allocations and comments in WorksSubmits reconciliation packet
Roles and Responsibilities
• Department HeadProvides fiscal oversight and management of
business operationsSelects department employees for participation
in the program based upon business needsAccounts for the use of the p-card in the
department
How do we get started?
1. Discuss program with Department Head to
determine who should participate in the program
2. Complete the application
3. Register for training through Skillport
All participants (accountholder, reconciler, approver)
attend a one hour training session
Once we have card(s), what do we do?
• Make allowable purchases
• Upload receipt online• Provide online signoff for purchases
• Submit reconciliation packet monthly Receipts only, no 16 digit card numbers
Resources
• Purchasing Card Website Forms FAQ’s Testimonials Reference Materials
• Purchasing Card Manual• Purchasing Card Procedures: Purchase to Reconciliation Packet• Allowable and Non-Allowable Expenses• Purchasing Card Calendar
Training Registration link Link to Bank of America Works system
Message from Mail Services
“Always include your department name
for mail order deliveries when using
the
p-card”
Laura Rice
Mail Services
Questions
Annette Heller
Purchasing Card Administrator
(704) 687-5763